Interview expenses policy

Where a candidate is attending a job interview at the University and is travelling from outside a 30-mile radius of Bristol, the University will normally reimburse reasonable travel and, where applicable, accommodation costs in accordance with this policy. This will be for the individual candidate only; the University will not meet any costs for anyone else travelling with them.

The Head of Talent Acquisition's decision is final in relation to the application of this policy. The University reserves the right not to pay the expenses of a candidate who is offered employment but declines to accept it where the reason(s) for non-acceptance are relating to issues not disclosed to the University prior to the interview.

The costs of interview expenses are met by the recruiting area rather than a centrally held University budget. Recruiting areas are expected to apply this policy consistently and ensure that any expenditure represents reasonable value for money.

Travel expenses

The following will normally be reimbursed:

  • Public transport from within the UK to the value of standard rail or coach fares or, where more economical overall, the standard fares for domestic flights;
  • Local bus or taxi fares associated with the journey to and from the University, excluding long-distance taxi fares;
  • Private or hire car travel at 25p per mile, including reasonable parking charges;
  • Standard fare flights from outside the UK. Applicants should seek the best value flight possible and the University reserves the right only to pay up to this value where it is exceeded.

Accommodation and associated expenses

The University will reimburse reasonable single occupancy bed and breakfast hotel accommodation up to £120.00 for one night. There are a number of hotels providing good quality accommodation at reasonable rates close to the University, including the following:  

In line with the University's travel and expenses requirements for staff, accommodation booked through Airbnb or other short-term unregulated accommodation providers will not normally be approved for candidates, as these providers do not offer the same safety assurance arrangements as hotels. Exceptions must be approved in advance and only where there is a clear justification and the relevant School or Division has assessed and accepted the risks.

The following expenses will not be reimbursed

  • Visa and immigration-related costs, including visa application fees, visa renewal fees, sponsorship fees, biometric enrolment fees and Immigration Health Surcharge payments.
  • Passport application or renewal costs.
  • Food, meals and refreshments.
  • Telephone calls, mobile phone charges and internet/data usage costs.
  • Expenses incurred by partners, family members or companions.
  • Any costs not directly related to attending the interview.

Candidates are responsible for ensuring that they have the appropriate permission to travel to and enter the UK to attend an interview. Any visa, immigration or entry clearance costs must be met by the candidate and will not be reimbursed by the University. Information about visiting the UK for business activities, including attending an interview, can be found on the UK Government's Standard Visitor visa guidance: https://www.gov.uk/standard-visitor

Submitting an expenses claim

Expense claims must be submitted on the University's Interview Expenses Form (PDF, 649kB). Applicants should send their completed expenses form and tickets/receipts to the HR contact for the vacancy to be authorised. The University’s Finance Office will then make a BACS payment.   

Please note, expense claims can only be processed where they are fully completed and accompanied by the appropriate original tickets and receipts confirming date of travel, accommodation or purchase, and the cost. Bank statement or credit/debit card receipts alone cannot be accepted as evidence of expense.

Any queries regarding an expenses claim should be made to the HR contact for the vacancy.